Event Planning Project

Welcome to the World
Event Planning Project
Callie Jones
Leyni Campos
Kayla Charles
HMGT 3240.002
Malave
February 17, 2016

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Table of Contents
Section I: Event Introduction 3
Section II: Event Proposal 3
Section III: Event Research 3
Section IV: Event Design- 5Senses and Guest Needs 6
Section V: Event Design-Budget 11
Section IV: Event Design- RFP (Request for Proposal) 12
Section VII: Event Planning- Timeline and ProductionSchedule 13
Section VIII: Event Planning- Marketing 16
Section IX: Event Planning-Contracts and Permits 21
SectionX: Event Evaluation-ProposedEvaluationMethod 22
Section XI: Conclusions 22
Section XII: Appendix 22
Appendix A:References 22
Appendix B: Contracts 25
A. Vendor 25
B. Photographer 26
Appendix C: Minutesof Meeting 26
Appendix D: Charts 27
A. 27
AppendixE: Pictures 30

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Section I: Event Introduction
When we met Savannah Smith she was 5 months pregnant. Her family was too
busy to plan her baby shower. So she came to us because she wanted to have an exquisite
baby shower experience. She loved the idea of a “Welcome to the World” theme. By us
planning it allows her and her family to sit back and relax a little, making us do the grunt
work. She has given us $10,000 budget.
Section II: Event Proposal
We are planning a baby shower with the budget of $10,000. We start by talking to
our Client Savannah Smith. As we talk with her we figure out what she wants in her
event and start working on it. We have picked a venue, caterer, how the venue will be
decorated, and have gone through all outcomes to make sure the mom-to-be gets
everything she wants out of her event.
Section III: Event Research
A. 5 W’s
 Who: Savannah Smith
 What: Baby Shower
 When: 7.5 months - 8 months into pregnancy
 Where: The Milestone Aubrey Mansion

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o Address
 1301 W. Sherman Dr., Aubrey, TX 76227
o Contact info.
 940-365-9953
 Why: To shower the mother to be with necessary support, advice on what to do and
not do during and after the pregnancy and bless her with good wishes and gifts. The
whole friends and family celebrate the excitement of the new life that will join them
soon
The baby shower will be hosted at The Milestone Aubrey Mansion located at 1301 W.
Sherman Dr, Aubrey, TX 76227. The event will be held on April 16,2016. As member of
this wonderful team of ours you will be able to work continuous hours throughout the
week to get things done properly for the event. The day of the event we will have to meet
up early morning to get everything set-up just in time for the mother to be and her guest
arrive to the venue.
B. SWOT Analysis
Strengths Weaknesses
 Mom-to-be gets what she needs for
the baby
 Indoors (party can still go on if it
rains)
 Excellent staff to handle problems
 Potential for weather to affect the
guests from making it.
 Guest getting lost
 Volunteers could not show up.

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Opportunities Threats
 To gain more clients through
networking the guests
 Able to network with vendors
 Able to use as a marketing
 Mom-to-be goes in labor
 Food poisoning
 Someone being injured
C. As the event planners we will work closely with our clients and organize an event
planning team to help determine what the clients would want to happen in the baby
shower and what other things we might need to make this day magical and fit to the
theme “ Welcome to the world”. We will definitely have to establish the time and date of
the baby shower happening because knowing that we have $10,000 to budget around still
is too broad for us to work around. We have been meeting up with caters and have set it
down to the one that will be offered at the venue.
Knowing that our venue is $3,250 we now have an open budget of $6,750 for
catering services, decoration, cake, games, invitations, and possibly transportation and
photography for an amount of 75 guest to attend the reception. We are just waiting on the
final say of the mother to be. When deciding for caterers we will do food tasting with the
clients and go over any nutritional or allergic concerns they might have. Lastly before
the event day arrives we need to make sure we got everyone on the guest list an invitation
and have everything paid for and reviewed everything for the day of.
D. During the event we need to make sure everything is clean, restrooms are clean and
have toiletries. We also will need to set up the tables and rearrange them for the cake,

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sweets bar, and appetizers, dinner and gifts too. The linens is a must that we make sure
are properly ironed, and not wrinkled. We want the place to look presentable. Sound
systems, and T.Vs are working properly for the slide show of pictures that will be
running throughout the whole event. Lastly we review the event details with the client
and discuss the bill and receive the payment for our services.
E. After the event we need to make sure the venue is in good conditions as found and
make sure no damage has been done. We will have all belongings of the mother to be
taken with her such as gifts possibly left overs of sweets and food if she wants it. Next
and foremost we will make sure all linens are counted for to be returned to the rental
location as well as all the plate ware. If there are any damaged of course we will have to
replace them or pay a small fee for it. Chairs and tables we will also need to clean up and
count for because there are times chairs go missing too. But as for the guest we will make
sure to send off thank you notes form the mother for attending the event in honor of her
and her baby coming to the world. At this point we finalize any bills or expenditures and
have the clients give us a feedback of how we did in providing them our services.
Section IV: Event Design- 5 Senses and Guest Needs
a) Soundscaping
Our event will be hosted at an indoor venue, so this kind of ruins our
chance to have the natural sounds associated with soundscaping. We will
try to create our own form of acoustic environment with music. Speakers
and free music services like Pandora and Spotify will be used to play soft
music from multiple countries that fit the theme of the event. There is no

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need to allocate money specifically to soundscaping, because the cost of
the speakers is included with the venue and the music services are free.
The key is finding a balance between playing music at a volume that still
allows for comfortable conversation among guests and creating an
atmospheric sound.
b) Visual Cues (signage, décor)
The visual cues at our event will reflect the “Welcome to the World”
theme. Most of the décor and signage will incorporate globes, the earth,
and suitcases. Purchasing these very specific, but necessary decorations
will cost $150. (Appendix E, Picture1) The globes cut in half, opened
suitcases, and white dishes will be used for the food and candy
tables.(Appendix E, Picture2) Doubling décor for event essentials is a
smart way to get the most out of décor and it also makes everything look
more put together and them orientated. The décor will have an overall
color scheme of light blue, cream, and white. (Appendix E, Picture3)
White will be the most prominent color and functions as a great base color
to build off. We will have hanging items like banners, paper globes, and
fabric draping accenting the room. (Appendix E, Picture4) Blue and cream
tissue paper flowers will be used along with mason jars and burlap as
centerpieces. (Appendix E: Picture 5) Each table will have the appropriate
label in order to avoid confusion. Tables and table clothes will be needed
to set up suitcase fixtures, food and drinks, and gift/well wishes station.

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All signage will consist of a light teal and map combination. (Appendix E,
Picture 6)
All foods will be labeled and the labels will include any necessary
information regarding food allergies. A menu will be included with the E-
invitations sent in advance to the guests. The invitations are one of the first
visual cues our guests will come in contact with. The invitation sets the
tone for the event and is a key piece in engaging and encouraging guests to
attend. We want to make sure that our invitation clearly represents our
theme, so we will use an invitation that incorporates globes and maps. The
mommy to be requested that we use Paperless Post E-invitations, but
twenty of the imitations will be printed and sent in the mail to select
guests. (Appendix E, Picture 7) The games and activties guests participate
in also require specfic signage that incporporates the theme. (Appendix E,
Picture 8&9) Although signage is a great way to add flair to our event; we
must also be very careful because the cost of printing can be expensive.
Overall, visual cues are costly and will take up a large amount of the
budget. We are allocating $500 to decorations for the baby shower. Most
of our décor will be ordered online, which means a portion of the budget is
dedicated to shipping fees.The money spent on this sector is truly nessacry
to pull of a visually appealing and successful event.
c) Touch
One of the least noticed elements at an event is the touch. Although guests
are constantly in contact with it, they don’t usuallly think about it as much.

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Guests are engaged with the sense of touch as soon as they enter the
venue. In order to enhance the sensory experience we will have objects at
our event that encorage guests to truly feel the event. Fabrics in the form
of table cloths, draping, and napkins are the most common ways guests
engage in touch at a event. The venue provides most of the fabrics, but the
mommy to be has requested that we incorporate eco friendly fabrics into
the décor. (Appendix E, Picture 10) Chairs also play a part in the events
touch. (Appedix E, Picture 11) Choosing comfortable seating is a priority
at this event due to the amount of expecting mothers that may be
attending. Because we are choosing a venue that includes seating we must
do our best to make it comfotable for our guests even if it may include
adding cushions. Any cost for the aspect of touch will come from the
additional purchasing of eco friendly fabric which will cost an additional
$50.
d) Smell
The sense of smell in relation to an event can play a big part in our guests
having an enjoyable experience. A replusive smell can run people away,
but an overbearing scent can also turn people away. To avoid unhappy
guests and potential issues with allergic reactions, its best that we allow
the scents from the natural enviorment to fill the room.
e) Amenties
Most of the event’s amenties will come from the venue. We wanted to
pick a place that includes amentities that reflect our mission to make sure

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our guests, our mommy to be and any other moms to be are comfortable.
Handicap accesiblity and additional parking by the barn are amenties
included with the venue. The Milestone also includes a “bridal suite” that
we will use as a mommy to be suite. The venue is in the style of a
mainsion, so most of the amenties incuded are tradtional in a home. That
includes restrooms, Wifi, decorative details, and reception area.
f) Guest Needs
During the event the guest will need to be provided bathrooms, parking,
food and beverges, chairs, entertainment, and a host. Most of the needs are
provided with the venue. Such as, the bathrooms parking, and the chairs.
We have hired a caterer to provide the food and beverages. We are
providing the entertainment. And the clients sister is the host. So we are
providing the guest with all of their needs. In the appendix we have
provided a floor plan to the event. (Appendix D: B)
Some of the risks of this event is that there is the possibility that the mom
is not feeling well enough to come or that she is put on bed rest. Other
risks would be like a guest slipping and falling. Another risk would be that
the client isn’t stisfied with what we created for her.
During the event the staff will need certain things. For instence they will
need breaks so that they don’t get over worked. They will also need
enough staff. When pickin the right staff we are going to allow the venue
to pick from their abundance of wonderful staff members. We will use
their staff members to help set up the tables and linens to the way we need

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it to be. We will also use them to help bust the tables and serve the buffet.
They will also help with the teardown and the cleaning of the building at
the end of the day.
Section V: Event Design- Budget
Savannah Smith Baby Shower
Saturday April 16, 2016 8-2pm
The Milestone Aubrey Mansion
Estimated Budget based on 100 of attendees
Item
Cost Total
Audio/Visual & Technical $0.00
Provided by venue and planners $0.00
Catering & Beverage - Milestone Catering $2,815.09
Tray-passed hors d'oeuvres @ $/per person $0.00
Dinner @ 21.95/per person includes salad, main course, dessert $2,195.00
Bar service @ $/per person including glassware and staffing $0.00
20% Service charge $439.00
8.25% Sales Tax $181.09
Design & Décor $97.75
Globes $3.75
Eco Friendly Fabric $50.00
13 centerpieces @$3.38 /each for dinner tables $44.00
Entertainment $0.00
Spotify or Pandora playlist provided by client
Facilities & Campus Services $0.00
Included in venue $0.00
Photography/Videography $250.00
Includes 4 hours of photography & prints
Printed Materials $80.14
Games $53.75
Invitation - # pieces (panel card, one color, reply card, and map) $6.00
Labels $4.40

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Banner $15.99
Prizes $395.00
Game Prizes $395.00
Venue - name of venue $4,668.13
Venue rental fee - # days @ $/day $3,250.00
Venue staffing charges - crew, custodial, stage manager, etc $1,418.13
Miscellaneous Contingency - 10% $830.61
TOTAL $9,136.72
Section IV: Event Design- RFP (Request for Proposal)
a) Taste (Menu)
The main focus for our menu was allowing our guests to travel the world with
food. The menus will be placed on the tables to allow guests a preview of the food
we will offer. Each of the main foods served at the party will reflect a country
from around the world. We will be using an onsite catering service that will set up
a buffet style area for guests to get food. The cake will be catered by Candy
Haven in Denton and will cost roughly $140 to make. The cake will caputure the
essence of the Welcome To The World baby shower theme. (Appendix E, Picture
12) We will also feature 100 globe cake pops from Isabelly’s in Dallas along with
the cake. (Appendix E, Picture 13) The cake pops will cost an estimated $350 to
have them made. We will also have a candy bufffet featuring candies from around
the world. We will be using Amazon to import the candies and it will cost $400.
We will have candies from Mexico, Japan, India, South Africa, China, and more
(Appendix E, Picture 14). Menu is in the Appendix (Appendix E, Picture 15).

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b) Corporate Social Responsibility (CSR)-Sustainability
As a company, fufilling our Corporate Social Responsibility is exteremely
important to us. Incorporating values that help us to better represent our
consumers is vital when it comes to making sure we are a company they want to
work with. We try to incorporate sustainablity into all of our events and we
thought that this event in particular would be a great opportunity to do that. Our
clients are also very supportive of the sustainability movement and we’re excited
about incorporating that into their event. The “Welcome To The World” theme
allows us to incorporate a “green” theme without it seems too out of place. Our
“green” efforts include primarly E-invitations in an effort to save paper. The
mother to be and father to be requested that 20 of the inviations be sent in printed
format. All of the signage items needed for the event are printed on recycled
paper in another effort to miniamze paper use. Unlike many other expecting
mothers, diapers are not the highly sought after gift for our mommy to be. Our
mommy to be made the decsion to only use cloth diapers for her baby. To replace
the popular gift of diapers we dedcided to ask guests to bring one genetly used
books to the baby shower. We will also be giving away scented Bath & Body
Works candles at the baby shower as game prizes. It is our corporate
responsibility to ensure that we are creating exciting and socially aware
enviorments that contuntie to exceed our clients expectations.
Section VII: Event Planning- Timeline and Production
Schedule

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Savannah Smith Baby Shower Timeline
8:00 Arrive and start decorating
8:30 One team member goes and gets cake balls
9:00 Family volunteers arrive
9:00 Photographer arrives
9:30 Cakes arrive
9:45 Mom-to-be arrives to take photos
11:00 Start soft music in the background
11:00-11:30 Guests enter reception area (serve fruit, cheese, and beverages)
11:40 Blessing
11:45 Buffet opens
12:15 Well Wishes
12:30 Cake cutting
12:40 Start Pin the diaper on the baby
12:50 Start Baby around the world
1:00 Start Share your Wishes
1:10 Start opening presents

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Guests Services and Logistics
The guest services and logistics of the event are crucial to pulling of a successful event
and can help reduce last minute stress when organized in advance. The first aspect of
guest services and logistics that we have to work on is invitations and registration. We
decided to use Paperless Post invitations in an effort to incorporate sustainability. The
website offers a very unique E-invitation experience that allows guests to open the
invitation and RSVP online. Picking the perfect invitations that fit our theme is so
important, because the invitation is usually the guest first impression of the event. The
logistics for the event are pretty basic. Our clients and guests will provide their own
transportation. The Milestone provides regular and handicap parking in towards the back
of the venue and additional parking by the barn. Food is being prepared in house at the
1:40-2:00 Social time
2:00 Mom-to-be exit

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venue and the cake is being delivered by Candy Haven, so the only food transportation is
picking up the cake balls from Isabelly’s in Richardson. A team member will be picking
them up and the commute will take aproximentally one hour with cushion. The venue has
a very unique and obvious location, so we will not be using directional signage. The
venue provides security, but because we are not serving alcohol security is not required.
On the day of the event, guest will check in by signing the sign in book displayed inside
the venue. Smaller aspects of guest services that we will provide include assisting guests
with bringing in gifts and access to free Wi-Fi.
Section VIII: Event Planning- Marketing
DEVELOPING A MARKETING PLAN SUMMARY
Event Name Baby Shower “ Welcome to theWorld”
Event Date
Make sure your event does
not clash with others
The event will be held on April 16th 2016
Time(s) 9am – 2pm ( We can begin with family and friends playing games and end off with dinner and gift
unwrapping)
Location The Milestone1301 W. Sherman Drive. Aubrey, TX 76227
Background
Howdid this event start?
Is it a one-off orregular
occurrence? Does it have a
community,charity or
The mother was in search of an event coordinator to throw her an off the rooftop baby shower for
her first expecting baby.
It is an event to mainly focus on her and her baby by having family and friends showering her with
hugs and gifts and ideas for the baby and her. It is a time to enjoy and cherish of the new born
coming to the world we live in. it is also a time to have the mother know she is not alone that she

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commercial focus? has these peoplefor help if anything needed.
Event Description
Briefly describe what will
be happening – keepit to
about 500 words.
Everything looks as if it will be done in a time scheduled manner with us decorating the venue
early morning and having everything done by 8- 830am because mother will first arrive at thetime
of 9 -10 am. At that time, she will begin by taking pictures meanwhile the guest arrives at 11-12
pm. At that time thebuffet will be open and lunch will begin. During this time guest will wish her
well and later proceed to thecake cutting at 1pm. Now during the hours of 1 and 3pmthere will be
game playing and gift opening till time is up.
Objectives
Identify theprimary
objectives of your event.
What are youtryingto
achieve?
To shower the mother to be with necessary support, advice on what to do and not do during and
after the pregnancy and bless her with good wishes and gifts. The whole friends and family
celebrate the excitement of thenew life that will join them soon.

18
Target Audience
Describe the type(s) of
people who will attend
your event andwho you
will be targeting. Consider
their general interests (the
sort of thingthat will
appeal to them,what
activities will be available
to keep themthere.)Detail
the more specificnature of
individuals
People:
Males Females Singles Families Couples N/A
Age group(s):
Under 18 18-24years 25-39years 40-54years 55+ N/A
Otheraudience information:
Will mainly be women because that is the traditional way of doing baby showers.
Branding
Identify thefeatures that
make your event unique or
special
Event name:
“Welcome to TheWorld”
Logo:
WELCOME TO THEWORLD
Event Promotion
Provide an overviewof the
measures youwill use to
implement your marketing
strategies.
Since this is a private event we will use invitations to friends and family of the client.
Budget
Develop a marketingand
promotionbudget for your
event. What percentage of
your overall event budget
Estimated Budget:
Our estimated budget for the whole event is $10,000. By using this it will give us the opportunity
to organize thevenue properly, decorate, and provideand catering and other necessities needed.

19
should/can be allocatedto
this?
Estimated Expenditure:
Venue + catering from venue = $7,483.21 with a booking deposit of $1870.80 ($500 refundable
deposit + $1,370 first payment)
Cake $140 Cake pops $350
Decorations $150
Fabric for linens $50
Estimated Income:
Consider income from all likely sources – eg: grants, sponsorship, ticket sales, donations, sales of
food and beverages. N/A
Market Research
Market Research is an
important part ofyour
event planning, especially
if this is the first time the
event has been held. You
may want to undertakea
survey or other research to
determine thelikely
success of the event.
Economic impact
There are about 100 guest attending. Since it is a private event they wont necessarily be
contributing to a local charity or anything but will be benefiting the mother her self.
Environmental data:
Will the event have any impact on the environment? Energy usage at the event - strategies to
encourage renewable energy. Will your event use sustainable (waste) practices i.e. Waste
management, reduction of carbon footprint, etc…

20
Monitoring
Identify thesteps youwill
undertake toevaluatethe
success of your event.
Your success shouldbe
measuredby things such
as meetingyour
objectives, promotion,
publicity andmedia
attractedby your event.
Other achievements and
howwell youmanaged
any problems that may
have occurred.
We as party planners will make sure to run everything properly by doing things organized in a
timely manner beginning 12 weeks in advance. We will have to do a program for our staff so
everything can run smoothly.
Event planning Contracts and permits
- The Milestone has to be in accordance with the City of Aubrey and have a
commercial building permit up to date allowing them to have the amount of people
they allow to attend with out any violation of the city.
o Now since the Milestone is catering we just have to endure that our cooks
have their food handling cards and caters have a permit issued by the Texas
Department of state health services (DSHS)

21
Section IX: Event Planning- Contracts and Permits
a) Vendors
Most of the parties aspects are being taken care of in house using our
company or the venues company There wil be no vendor specfic tables or
displays will be set up at the baby shower.
b) Permits
We are hosting the event in an indoor venue and keeping the aspects very
simple, so there are no permits required for the event.
c) Volunteers/Contract Employees :
Our venues offers a lot of services that we would normally needed to contract
for like servers. In regrads to this event we would rather use contracted
employees to ensure that the service is of top quality. Any volunteer work
would come from the client’s family members offering to help with mulitiple
areas of the event. Family members have offered to assist in carrying out the
event’s program. The only contracts we hold are with the venue and with the
photographer. (Appendix B: A&B)

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Section X: Event Evaluation- Proposed Evaluation Method
We plan on using a survey to evaluate the shower. We want to make sure
we are meeting the needs of our guest. We have placed the Evaluation form in the
appendix. (Appendix C: A)
Section XI: Conclusions
When looking at the event in an overview we plan on making the most successful
event for our client and her guests. We want to be able to network with the guest and
hopefully get more clients for more events. We want savannah and her friends and
family to leave happier than they came, because of the job well done that we did.
Section XII: Appendix
Appendix A:References
Amazon. (n.d.). Amazon.com: Online Shopping for Electronics, Apparel, Computers,
Books, DVDs & more. Retrieved March 31, 2016, from
http://www.amazon.com/
Baginski, C. (n.d.). 6 Perfect Color Palettes | Color Palette and Schemes for
Rooms in Your Home | HGTV. Retrieved from
http://www.hgtv.com/design/decorating/color/6-perfect-color-
palettes-pictures

23
Balch, N. (2013, July 3). Welcome to the World Baby Shower – Making it
Lovely. Retrieved from
http://makingitlovely.com/2013/07/03/welcome-to-the-world-baby-
shower/
Isabelly's. (2015). Isabelly's Chocolates & Sweet Treats. Retrieved from
http://www.isabellys.com/#!/3/featured/Cake_Balls/158
The Knot. (2015). The Milestone - Aubrey, TX. Retrieved from
https://www.theknot.com/marketplace/the-milestone-aubrey-tx-
350552
The Milestone. (n.d.). Denton Weddings | Mansion Wedding Venues | The
Milestone. Retrieved from http://themilestone.com/denton-mansion/
Paperless Post. (n.d.). Custom cards and invitations - Paperless Post. Retrieved
from https://www.paperlesspost.com/
Peckled. (n.d.). Hostess with the Mostess® - Welcome to the World, Baby
Shower. Retrieved from
http://www.hwtm.com/index.cfm?page=albums/view_album&albumi
d=10152
So Alaina. (2014, January 22). so alaina.: welcome to the world baby shower.
Retrieved from http://www.soalaina.com/2014/01/welcome-to-
world-baby-shower.html
Peckled. (n.d.). Hostess with the Mostess® - Welcome to the World, Baby
Shower. Retrieved from

24
http://www.hwtm.com/index.cfm?page=albums/view_album&albumi
d=10152
So Alaina. (2014, January 22). so alaina.: welcome to the world baby shower.
Retrieved from http://www.soalaina.com/2014/01/welcome-to-
world-baby-shower.html

25
Appendix B: Contracts
A. Vendor

26
B. Photographer
Appendix C:Minutes of Meeting

28
B.
C. Budget
Savannah Smith Baby Shower
Saturday April 16, 2016 8-2pm
The Milestone Aubrey Mansion
Estimated Budget based on 100 of attendees

29
Item Cost Total
Audio/Visual & Technical $0.00
Provided by venue and planners $0.00
Catering & Beverage - Milestone Catering $2,815.09
Tray-passed hors d'oeuvres @ $/per person $0.00
Dinner@ 21.95/per personincludessalad, maincourse,dessert $2,195.00
Bar service @ $/per person including glassware and staffing $0.00
20% Service charge $439.00
8.25% Sales Tax $181.09
Design & Décor $97.75
Globes $3.75
Eco Friendly Fabric $50.00
13 centerpieces @$3.38 /each for dinner tables $44.00
Entertainment $0.00
Spotify or Pandora playlist provided by client
Facilities & Campus Services $0.00
Included in venue $0.00
Photography/Videography $250.00
Includes 4 hours of photography & prints
Printed Materials $80.14
Games $53.75
Invitation - # pieces(panel card,one color,replycard,andmap) $6.00
Labels $4.40
Banner $15.99
Prizes $395.00
Game Prizes $395.00
Venue - name of venue $4,668.13
Venue rental fee - # days @ $/day $3,250.00
Venue staffing charges - crew, custodial, stage manager, etc $1,418.13
Miscellaneous Contingency - 10% $830.61
TOTAL $9,136.72

30
Appendix E: Pictures
Picture 1: Picture 2:

33

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